RollCall-Pro Installation and Setup Manual
Contents
1. ROLL CALL cw ROLL CALL ROLL CALL Figure 4 14 Pop up Choice Hide Unhide Tabs amp RoliCali Pro TERM la E Business Rules for Yoting To change the settings to accomodate your business rules D either select from the drop down options or type in the correct number in the field 2 Business Rules for the Top Voting Position r Business Rules for Initial Voting Criteria iti i i X Position 1 Votes in the Case of a Tie Vote Majority Vote 51 or more A Business Rules for Request To Speak RTS o Number of Needed YES o S Enable RTS during the Discussion Phase of each Vote Votes for Custom Setting 3 PH NOTE For on screen access to Custom lt Business Rules for Initiating Motion and Second Voting Criteria Double Click S the Criteria Field until the Yes E Motion and Second Both Initiated Only by Clerk X Votes Window Appears Business Rules for How to Handle Abstain Votes Abstain Votes Active but Do Not Count Toward a Yes or No Vote zj Business Rules for Present Not Present Voters Disable the Members ability to change Present Absent status during Discussion Business Rules for Automatically Displaying the Votes when the Voters locks in their vote Automatically Display Votes when the last Voter has Locked in their Vote Advanced Business Rules Minimum Number of Voters required per Session Quorum2. 23 Initial VONG iaces avid edv eid usa oi cvi Sven EO c edo dea Res 23 Requestto Speak RIS uea a o cori EE DUv duudU vixsa tut ode obla prp bu VP VM YR V CHE Tub Dus 24 SO COIN EM REISEN 25 Enabling Abstain Votes iuueni qi euer rer ets Sax Fono eria deg E Yi ur gw RE 25 Present or Absent Members nenne enne nen n nnn nnn hn nnne nunnu mennun mennun hs nnne 25 Displaying Voting Results erri Due aan Dvd er av cairn dv vo Dura e vog Red 26 Advanced B siness R les u nion der cure bes noces aT eer X RE Ye ea ees e V VE EYE nC eU VAR TO 26 DAVE Chang Scu asy eue a VE VER DAR VUE C CV RAN CUR MEE 27 Agenda Preload Before 28 Additional Menu Items 31 BIER TIME E 32 PrN XU EI S accede Y E TT UE 33 Cancel the Current V OG Eno o pex a itus eu dE VV esM ecu EU y UE EE
3. 39 Member 39 59 Member 59 RollCall Pro Configurations 1 0MemberExamplePremium rcc 20 Member 20 40 Member40 60 Proceed Welcome to RollCall Pro Majority Vote Figure 4 3 RollCall Pro Setup Screen 4 1 1 Number of Members This is the Number of Voting Member panels that you wish to display on the RollCall Pro Display Screen Select the number of members to display on the screen by clicking the radio button next to the desired number Number of Board Members 1 m C13 C2 f OE OMEN r C6 C14 22 C38 46 Cm e223 31 739 cdr 55 C16 24 0C32 40 48 56 9 Car C23 cCA rcr 10 cw 226 34 742 50 58 CAN CG C9 12 C 20 CM c52 cC 60 Figure 4 4 Set the Number of Voting Members 4 1 2 Name Assignments The most important part of the customization process is the Name Assignments section This section assigns names to the display panels on the Discussion and Voting screens This is accomplished by replacing Member X with the name of one of your Voting Members 2015 Current Works Inc Member and Non Voting Speaker Names 1 ClintWestwood 21 Member 41 Member DoisNigh 22 Member22 42 Member420 3 23 Member23 43 Member43 4 JohnnyCredit 24 Member24 44 Member44 5 Billie Jean Queen 25 Mem
4. case when the Full Description is to be displayed the Leader Clerk simply double clicks on the Discuss Resolution 123 label at the center bottom of the Discussion or Voting screen RoliCall Pro m E Here are the details behind Resolution 123 can type anything in here that want and can show it on screen within RollCall Pro That way voters can see what they re voting on Or I can use it to clarify a point BugoA uerssnosid ieo sjnsoy about the specific language of the resolution I m now going to repeat this information several times to show that it s scrollable lo Resolution 123 Discuss Resolution 123 Majority Vote 5 Figure 4 28 Agenda Full Description Displayed During Meeting Double clicking on this label will close this detail and return the program either to the Discussion or Voting phase for that item Note If the Board or Council wishes to edit the Full Description of the Item to reflect the changes that are under discussion the Clerk will need to access and edit this Full Description using the Agenda tab features not the navigation menu being used to move forward and backward in the agenda When the new Agenda has been entered it needs to be Saved with an appropriate name which is usually the name and date of the meeting This full agenda can also be printed out for the record especially if it was revised during the meeting More detail
5. f Display Voter Votes when they are Cast Default Number of Minutes to start Timer 1 15 minutes 2 V Confirm Motion Second pe Proceed Welcome to RollCall Pro Majority Vote Figure 4 15 Business Rules Options Screen 2015 Current Works Inc Setting Custom Configurations 4 2 1 First Voting Position The Business Rules for First Voting Position are simply the rules that apply to the first name in the left hand column on the main display This Member 1 position must be assigned to the Mayor Chair or President if they only vote in the case of a tie vote or if this is a non voting position This position can hold one of three roles 1 the official Tie Breaker or 2 have the same Voting responsibility as every other member or 3 serve as a Non Voting Member Business Rules for the Top Voting Position Position 1 Votes only in Case of a Vote Position 1 Votes only in Case of a Yote Position 1 Votes Same as all Others Position 1 is a Non Yoting Member Display Only Figure 4 16 Defining the Role of the Top Voting Position The first setting for this Top Voting Position is as the Tie Breaker Position This means that the position 1 Only votes when a tie occurs 2 Cannot Abstain and 3 Their vote is not required unless there is a Tie Vote This position is typically filled by the Mayor Chairman or President of the Board The second choice for t
6. network computer that is then accessed through any room with a computer that has a network connection to the central server where the program was installed The following instructions assume a normal PC or laptop installation but where a network install would differ the network installation differences will be noted the major difference being where you install the software and where you save the Results Note To install onto the network you must install the CD onto the network server computer BUT the RollCall Pro USB SideKeys receiver must be installed on the local PC in board council chamber in order for the keypads to work correctly 2 1 System Requirements Minimum system requirements to run RollCall Pro include the following e Pentium ITI Processor e Microsoft Windows 2000 and up e CD ROM drive and USB port e RollCall Pro Hardware USB SideKeys Receiver and Keypads The RollCall Pro Setup installs all of its files on the drive where the Windows operating system is installed The default directory is C RollCall Pro Note RollCall Pro is designed to operate under 1024 X 768 1366 X 768 or 1920 X 1080 resolution 2015 Current Works Inc sss 2 2 System Software To install the RollCall Pro software 1 Load the RollCall Pro System CD into the CD ROM of the computer 2 The program is not designed to automatically Startup You must navigate to the CD and to the Install Directory on it 3 Inthe D Insta
7. the Members names and titles you can increase and decrease the font size accordingly You can try different font sizes and styles along with variations in how to write names District and Members name full proper names first initial amp last name last name only etc to get the best public display of Members names Font Font style Tunga iar Cancel 0 Tw tal Tw Cen MT Condense 10 Tw Cen MT Condense Hi 12 Sample AaBbYyZz Script Figure 4 12 Adjust Font Size and Style 2015 Current Works Inc Setting Custom Configurations 21 4 1 6 Save Custom Configuration This Setup option allows you to retrieve a previously saved RollCall Pro Configuration or to save a newly created or revised Configuration To save a new custom RollCall Pro Configuration file click on the Save File button To retrieve a custom RollCall Pro Configuration file click on the Retrieve File button shown below You can save as many unique RollCall Pro Configuration Files as you like in the RollCall Pro folder Configuration Files Current File Figure 4 12 Retrieve or Save new Configurations Note Again if you want to save the RollCall Pro software program and related configurations on the network server you must specify the file location path to the RollCall Pro folder and the Configuration folder on the Server Open RollCall Pro Configuration
8. the issue before the vote is cast In this section of the Business Rules you prescribe which criteria will be displayed initially when the RollCall Pro Display Screen first starts up Business Rules for Initial Voting Criteria Majority Yote 51 or more Number of Needed YES lo Yotes for Custom Setting NOTE For on screen access to Custom Yoting Criteria Double Click the Criteria Field until the Yes votes Window Displays Figure 4 17 Set the Voting Criteria Default 4 2 3 Request to Speak RTS The Request to Speak function allows the Members to buzz in during the Discussion phase of the meeting to speak about the Item before the vote is taken The Members simply push the RTS button on their keypads and their intent to Speak is displayed on the Voting screen They are instantly placed into the queue of speakers in the order of their request This section allows the user to enable or disable this function Additional details about the use of this function are explained in the Operator s Manual Business Rules for Request To Speak RTS Disable RTS during the Discussion Phase of each Vote Disable RTS during the Discussion Phase of each Vote Enable RTS during the Discussion Phase of each Vote Figure 4 18 Enable Members to use the Request to Speak Function 2015 Current Works Inc Setting Custom Configurations 25 4 2 4 Motion and Second The initial setting for this Business Ru
9. 3 Member 23 43 Member 43 cg OD COS A 10 48 C26 C34 C42 C50 58 4 Johnny Credit 24 Member 24 44 Member 44 cn Ca C35 Ch C69 5 Billie Jean Queen 25 Member 25 45 Member 45 C12 020 028 C36 C44 52 60 3 6 Dave Numberman 26 Member 26 46 Member 46 Results Nomenclature Custom Nomenclature lt Member PE YES NO ABSTAIN YES YES 7 BobNewlung 27 Member 27 47 Member 4 5 YEA NAY ABSTAIN No NO 8 Oprah Losefrey 28 Member 28 48 Member 48 c CUSTOM 25 VOTING 9 ligerlrons 29 Member 29 49 Member 49 10 30 Member 30 50 Member 50 2 Absent Nomenclature Default is Absent c et Option 1 Option 2 Click Member Results to 11 Member 11 31 Member 31 51 Member 51 o toggle between Default EXCUSED LATE Option 1 and Option 12 Memberi2 32 Member 32 52 Member 52 Results 13 Member 13 33 Member 33 53 Member 53 v Check to Record Results Auto Results Print 144 Member 14 34 Member 34 54 Member 54 after each Vote Save Directory File Name 15 Member15 35 Member 35 55 Member 55 C RollCall Pro Results E 16 Member 16 36 Member 36 56 Member 56 Dac Name and Result Fonts er Setup 17 Member17 37 Member 37 57 Member 57 Configuration Files 18 Member18 38 Member 38 58 Member 58 Current File MALLA ABE 4A a 19 Member 19
10. E AGREEMENT FOR RGLLCALL PRO IMPORTANT READ CAREFULLY This RollCall Pro End User License Agreement EULA is legal agreement between you either an individual person or single legal entity who will be referred to in this EULA as You and Current Works Inc tor the RollCall Pro software product that accompanies this EULA including any associated media printed materials and electronic documentation the Software Product The Software Tix mmt mm omm LI Tee les Tr m om E eor ee T tvm ml mom c S c I accept the terms the license agreement O I do not accept the terms in the license agreement Figure 2 3 Software License Agreement 2015 Current Works Inc 5 Carefully read this agreement and when you are finished reading and willing to accept the agreement click on the I accept button and then Next to continue The next screen is a Read Me file of information about this latest version of the software It contains useful information about the system requirements Customer notes and planned upgrades of the RollCall Pro software program RollCall Pro Premium Version 3 0 InstallShield Wizard Readme Information Please read the following readme information carefully README Spring 2010 c Copyright Current Works Inc 2 reserved HOW TO USE THIS DOCUMENT view the RollCall Pro Premium Readme on screen in Notepad maximize
11. Files 2 3 Configurations E 10MemberPREMIUM rcc My Recent Documents G Desktop My Documents My a L Se Network File name Places 7 Files of type RollCall Pra Configuration Files Cancel Figure 4 13 Save or Retrieve a Custom RollCall Pro Configuration File 4 2 Business Rules The Business Rules for the RollCall Pro System specify the operating Rules of Order that you use to conduct business and legally Vote on decisions The areas that can be changed in these rules include e Rules for the first Voting Position e Initial Voting Criteria 2015 Current Works Inc Activation of the Request to Speak Function Motion and Second Enabling Abstain Votes Activation of the Present Absent Function Rules about displaying the Votes e Advanced Business Rules Business Rules are once again accessed via the Tabs on the right side of the display screen this time selecting Options Tab for the Business Rules These Business Rules will be covered in depth in this section If the Tabs on the right side of the display screen are not visible Right Mouse Click anywhere on the screen to access the popup menu Select the Hide Unhide Tabs and the Function Tabs will appear along the right side of the screen RollCall Pro Premium m o ROLL CALL Hide Unhide Tabs
12. RollCall Pro Premium Installation and Setup Manual Roll Call Pro The Wireless System Published by Current Works Inc April 2015 RollCall Pro Premium Version 3 2 Contents Table of Contents Part Part Il A N 2 Part Ill Part IV 1 Part V O A O N Part VI Purpose of this Manual 5 RollCall Pro Installation 5 System KRedulfemehls ioo oo moie dE EE Vo EROR uS uta c xe EO buie ra aUE ui VU USC oov Ue 5 System SONWANE caute ada de MM M IEEE 6 System HardWare a vivos deemed Udo bu MEDI cd dr 12 instalation 13 Starting RollCall Pro 13 Setting Custom Configurations 15 SETUP CONTIQUIAU ONS emm 15 TETTE 17 Name Assignments etim ee ni 17 INNING TIC LAGU edente idee itis eerta i e 19 ReSOIS MANI E 19 FO SVIE ctas 20 Save Custom Configuration E 21 BUSING SS RUles 552 9 29 20 8 OSEE EE 2R VO oU 21 FIFSE POSION Ecc
13. RollCall Pro System you can exit the program from the same pop up right mouse click window This method of exiting the program provides some protections from accidental closure and from closing before Voting Results are saved 2015 Current Works Inc Hide Unhide Tabs Display Timer Print Screen Cancel Vote Withdraw Motion About RollCall Pro Exit RallCall Pro Figure 5 9 Exiting RollCall Pro After choosing the Exit option the next popup asks if you really want to Exit the program just in case this was an accidental choice Confirm Are you sure you want to exit Figure 5 10 Exit Confirmation Also if there is a Roll Call voting result that has not yet been saved in the Results folder another Popup screen will direct you to click Proceed to save these voting Results before exiting the program RollCall Pro Figure 5 11 If the Last Voting Results have not been Saved you cannot Exit When you Exit the program in this manner the Time the Meeting Ended is time also stamped in the Results document Customer Service This RollCall Pro Installation Setup Manual is intended to provide guidance to prepare your system for the meeting The RollCall Pro Operator s Manual is intended to provide guidance in the use of this system in running the meeting 2015 Current Works Inc Customer Service The SideKeys User s Manual is intended to provide guidance in
14. UU 33 WINA AW MOOD dues co ocu rond 34 sis ea reese CM EO OLD LED e 34 Exiling ROU C AUP 22 a usage 35 Customer Service 36 2015 Current Works Inc 4 RollCall Pro Installation and Setup Manual Index 39 2015 Current Works Inc Purpose of this Manual 5 1 Purpose of this Manual The purpose of this Installation amp Setup Manual is to assist in the configuration of the system before using it in a meeting It is not written specifically for an information technology professional but the information it presents is useful for someone with this background who might have the responsibility of installing and configuring RollCall Pro There is a separate Operator s Manual which is designed to assist the person who will actually operate the RollCall Pro system in a meeting You should also become familiar with the SideKeys User Manual that came with this System This manual provides valuable information regarding the setup maintenance and trouble shooting of the wireless keypad system 2 RollCall Pro Installation Normally this software is installed on a single PC or laptop computer that is usually situated in a board council chamber The RollCall Pro System could also be setup ona
15. and Settings amp C3 Administrator C3 All Users C3 Default User Victor C3 Application Data C Cookies C3 Desktop X Favorites Documentation Shortcut to RollCall Pro Folders Saved Meeting Results Here Figure 2 10 RollCall Pro Folder RollCall Pro Results files in the Results folder are labeled named by the meeting date 2015 Current Works Inc _ Results File Edit View Favorites Tools Help 4 d Search Key Folders ies ddress o C RollCall Pro Results Folders x Name 4 Size Type Date Modified Gs Microsoft SOL Server Ta 0 3 24 2010 1KB Text Document 3 24 2010 1 29 PM amp Microsoft NET 2 3 25 2010 2KB Text Document 3 25 2010 10 29 AM amp Movie Maker 29 2010 2KB Text Document 3 29 2010 3 22 PM C3 Mozilla Firefox amp C3 MSBuild amp C3 MSN o MSN Encarta Plus Figure 2 11 Results Folder 2 3 System Hardware The hardware needed to complete the system includes the wireless SideKeys Keypads and the USB SideKeys RollCall Pro Receiver To connect the receiver simply plug the USB SideKeys Receiver into a USB port on the computer Ensure that the USB cable is securely plugged into both the USB port on the computer as well as the USB SideKeys Receiver The first time this connection is made the computer will need to locate and assign the proper USB Drivers to the Receiver This step co
16. art Reset Clicking the Start Reset button the first time begins the Public Timer countdown sequence Clicking it a second time resets the timer to its initial setting and begins the countdown sequence 2015 Current Works Inc Additional Menu Items 2 Pause Resume Clicking the Pause Resume button the first time stops or pauses the timer Clicking it a second time resumes the countdown sequence from the value where it was paused 3 Close Timer Closes the Public Timer Display and returns to the RollCall Pro Display Screen 5 2 Print Screen This function allows the Leader Clerk to print a copy of the screen at any point in time during the meeting Note A printer needs to be attached to the computer for this function to work This copy of the screen can be helpful in cases where the Clerk or the Board wants to document the information displayed on the screen For instance If there is a queue of Members who have Requested to Speak on an Agenda Item when an Amendment to the Item is proposed the Clerk might want to capture the order of this Queue before the discussion on the Amendment proceeds This printed copy of the queue would allow the Chairperson to follow the previous order of Speakers when they resume conversation of the Amended Item Simply Left Click on the Print Screen option to print out a hard copy of the current screen on the computer Hide Unhide Tabs Display Timer Print S
17. ber25 45 Member45 6 Dave Numberman 26 Member26 46 Member4B 7 BobNewung 279 27 47 Member4 7 8 28 Member26 48 Members Tigerirons 29 Member23 49 Member49 10 MayEast 30 Member30 50 11 Memberi 31 Member31 51 Member 12 Memberi 32 Member32 52 Member52 13 Memberi3 33 Member33 53 MemberS3 Figure 4 5 Enter the Names of Members Oprah Losetrey You can enter Voting Members names by clicking on the Member box and typing the name in place of the Member Move to the next box with the keyboard Tab key It is useful to number the Voting Members perhaps by District represented or by their seating position Each Member must use the Keypad that is next to their Name on this page For example Keypad 3 will always buzz in to register votes for Member 3 Keypads are physically numbered on the nose label and on the keypad insert Voter 1 Confirm Figure 4 6 Keypad Voter Numbers If the Mayor or Chair or President only votes in the case of a tie they must always be assigned to Keypad 1 regardless of which District he she represents This Number 1 keypad is the only keypad that can be used to break a Tie Vote Special Note To indicate that a member has no voting privileges but may use a keypad to request to speak prefix the member s name with a question mar
18. creen Cancel Vote Withdraw Motion About RollCall Pra Exit RollCall Pro Figure 5 3 Print Screen Option 5 3 Cancel the Current Vote The Cancel Vote option as its name indicates lets you cancel a vote in progress 2015 Current Works Inc 5 4 5 5 Hide Unhide Tabs Display Timer Print Screen Cancel Vote Withdraw Motion About RollCall Pro Exit RollCall Pro Figure 5 4 Cancel Vote Option The Cancel Vote option only works in the middle of a voting session before all the votes are locked in confirmed and disclosed Left Click on the Cancel Vote menu item and then the system will ask you to confirm your cancellation Confirm Figure 5 5 Are you sure For example if you are voting on Item 5 and after the voting has started but not been completed you might wish to cancel the vote for some reason e g the Criteria to Pass is incorrect To cancel the vote simply right click on the screen and select the Cancel Vote menu item then click Yes in the pop up confirmation window above The voting session will return to the Discussion of Item 5 Withdraw Motion The Withdraw Motion option lets you remove a Motion that has been recorded on screen Hide Unhide Tabs Display Timer Print Screen Cancel vate Withdraw Motion About RallCall Pro Exit RollCall Pro Figure 5 6 Withdraw Motion Option When a Motion is withdrawn or dies due to a lack of a Second the Clerk uses th
19. e the Public Timer is displayed If you would not like to have members vote secretly and disclose their votes all at once check the box next to Display Voter Votes when they are Cast This will cause members votes to be disclosed individually as soon as they have confirmed their votes The default setting for Confirm Motion and Second is to display on screen a confirmation dialog box each time a motion or second is registered These dialog boxes give you the option of cancelling a motion or second in case you make a mistake which is why this option is checked by default However if you would not like to have RollCall Pro display confirmation dialog boxes on screen when someone motions or seconds uncheck the Confirm Motion and Second option 4 2 9 Save Changes When you have finished setting all the Business Rules for your meeting you must click on another Tab to leave this page When you do you will be asked if you want to Save your Business Rules in the Configuration File before proceeding If you choose not to Save your changes they will be active during this session but they will NOT be active the next time this Configuration is used 2015 Current Works Inc 4 3 Figure 4 24 Save Business Rules Special Note With one exception if you choose not to Save your changes the new settings will be active during this session but will not be active the next time this Configuration is used This does not apply to Quor
20. ed Business Rules This section allows the user to set the values for 4 separate options 1 The minimum number of voters Quorum that must be present in order for the session to go forward 2 The default starting number of minutes for the Public Timer 2015 Current Works Inc Setting Custom Configurations Whether or not to display members votes as soon as they ve confirmed them 4 Whether or not to display confirmation dialog boxes when motions and seconds are recorded Advanced Business Rules Minimum Mumber of Voters required per Session Quorum a Default Number of Minutes to start Timer 1 15 minutes 2 Display Voter Votes when they are Cast i Confirm Motion and Second Figure 4 23 Advanced Business Rules Regarding the minimum number of voters required Quorum if this number of Members does not buzz in during the initial Roll Call the Voting System will not proceed A notice will appear in the bottom center of the RollCall Pro Display Screen indicating an insufficient number of Voters is Present to conduct official business Likewise if the number of Members Present in the meeting falls below this Quorum during the course of the meeting the system will not allow a Roll Call Vote The Public Timer may be set initially at any value from 1 15 minutes If you allow public speakers each to have 5 minutes of speaking time enter 5 in this field You may also adjust this value up or down at any tim
21. hen all the votes are locked in the voting results are publicly displayed unless there is a tie and then the 1 Position Member must vote to break the tie before the Voting Results are displayed One option for this Business Rule is to display the votes when the last Confirmed voter has locked in his or her vote Alternatively you may opt to let the Leader choose when to display the results In this case select the second option under the dropdown menu for this item When this option is active a status message at the bottom of the screen will display when the last voter has confirmed his or her vote The Leader or Clerk must then click on Proceed to display the results This also allows one last opportunity to let any Member change their vote before the final voting results are displayed If for some reason a Member is not sure how they voted and fears that their vote might be wrongly registered they can have their vote reset by the Leader before disclosure and recast their vote Business Rules for Displaying the Votes Automatically Display Votes when the last Voter has Locked in their Vote Automatically Display Votes when the last Voter has Locked in their Vote Clerk presses Proceed to Manually Display the Votes after all Votes are Locked Figure 4 22 Specify When to Display Voting Results Note See the Operator s Manual for how the Leader can reset individual Voting Member locked votes before they are disclosed Advanc
22. his position is acting as a Normal voter and voting along with everyone else on the issues This position will NOT break ties If a tie vote does occur the display will simply show the vote as a tie The Board would use its own Rules of Order to decide how the tie vote is resolved The last choice in this section is to display the name of the person in charge but not to give them any voting rights at all For example a City might have an Executive that is not allowed to vote on issues but regularly sits with the rest of the council members and runs the meetings In this case the Executive s name would be displayed but he would not allowed to vote on any items 4 2 2 Initial Voting Criteria This Business Rule allows the user to select what voting criteria will be displayed as the initial default on the Voting Screen Choices are Majority Vote Majority of Voting Members Present 51 or more e 2 3 Vote Greater than or equal to 66 of Voting Members Present e 3 4 Vote Greater than or equal to 75 of Voting Members Present 2015 Current Works Inc No Vote Required No vote will be taken on this issue will proceed to next Agenda Item or e Custom Vote Actual Number of Yes Votes required to Pass regardless of how many Voting Members are Present You must specify this number if you wish to use this function The actual criteria for each vote can also be adjusted on screen during the Discussion of
23. is option to return to Discussion on an agenda item with no Motion on the table Additional details about the use of this function are explained in the Operator s Manual About RollCall Pro The About RollCall Pro screen is also available from the right mouse click anywhere on the RollCall Pro Display Screen This window provides additional information about the 2015 Current Works Inc Additional Menu 35 installed version of RollCall Pro System that you have Hi Hide Unhide Te Tues Display Timer Print Screen Withdraw ieu RolCabPro 1 Cancel Vote Exit RollCall Pro Figure 5 7 Accessing About RollCall Pro The following figure shows the RollCall Pro Premium System About RollCall Pro box Jul Bull all 2 Premiu mm RollCall Pro Premium Version 3 2 Roll Gall Pro Copyright 2015 The Wirclzss Systemi Sencar an HollGall Pro was developed by Current Works Inc Help for RallCal Pro can ha found In the twa RoliCall Pro Manuals located on the RollCall Pro CD or in the installed Documentation directory The latest available information about the RoliCall Pro System including the two RollCal Pro Manuals can be found at the website www_rollcalipro com Figure 5 8 About RollCall Pro Box for Version 3 2 56 Exiting RollCall Pro When you are finished working with the
24. k 2015 Current Works Inc Setting Custom Configurations 19 413 Nomenclature The nomenclature section allows you to customize the wording of your voting Some Boards like to use YES NO ABSTAIN while others like YEA NAY ABSTAIN If you would like to make up your own custom terms then select the Custom radio button under Results Nomenclature and type in the text you would like to see on your RollCall Pro display screen Results Nomenclature Custom Nomenclature YES NO ABSTAIN YES C YEA NAY ABSTAIN NO C CUSTOM z Absent Nomenclature Default is Absent Option 1 Option 2 Click Member Results to toggle between Default Excused Late Option 1 and Option 2 Figure 4 7 Choose Nomenclature to be Used in Voting In addition you may designate up to two additional labels for Absent As the message to the right of these optional labels above indicates you can toggle between Absent Excused and Late or whatever nomenclature you use by left clicking on that member s results after roll call 4 1 4 Results This Setup option allows you to choose whether to save the voting results and where they should be saved The defaults are to save them as a text file in the Results sub folder within the main RollCall Pro Folder the RollCall Pro Installation process provides a Shortcut on your desktop to this Folder Results Check to Record Results Figure 4 8 Option to Save Result
25. lays RollCall Pro Premium Version 3 0 InstallShield Wizard InstallShield Wizard Completed The InstallShield Wizard has successfully installed RollCall Pro Premium Version 3 0 Click Finish to exit the wizard Launch the program Show the readme file 2015 Current Works Inc RollCall Pro Installation 11 Figure 2 9 Setup Complete 11 The RollCall Pro software installation is now complete and all that remains to do is to click on the Finish button Once the setup screens are gone you will notice two icons on your desktop One is a colorful Icon named Shortcut to RollCall Pro Premium Shor tout to RollCall Pro Premium 3 0 This icon is linked directly to the RollCall Pro software application When you want to start up the RollCall Pro software program simply double click on this icon The other icon provides a shortcut to the Roll Call Pro Folders where along with several other folders the Results Folder is located Shortcut to Rollcall Pro Falders The Results documents are saved in the folder named Results RollCall Pro File Edit View Favorites Tools Help o Back 2 P Search gt Folders Address B C RollCall Pro Folders x N amp C3 WYSIWYG Web Builder GJ Configurations Local Disk C Config Msi Ree reer C3 dd7aa31a879039403cdd52098b57 urre orks Inc Documents
26. le is to allow the recording of a Motion by the Clerk and a Second by Members using their keypads It may also be set to allow Members as well as the Clerk to indicate Motions and it can also be set to reserve both operations for the Clerk to perform Additional details about the use of this function are explained in the Operator s Manual If you do not want to use the RollCall Pro Motion and Second feature you may disable it by choosing that option from the dropdown menu for this feature Business Rules for Initiating Motion and Second Initiate Motion by Clerk and Second by Members Initiate Motion by Clerk and Second by Members Initiate Motion by Clerk OR Members Second by Members Motion and Second Both Initiated Only by Clerk Disable Motion Second during the Discussion Phase Figure 4 19 Enable Disable Motion and Second Function 4 2 5 Enabling Abstain Votes The initial setting for this Business Rule is to activate Abstain Votes This means that the Vote Tally will display the number of Yes No and Abstain votes on an item Another option is to have RollCall Pro count abstain votes with the majority whichever way they vote If your rules do not allow for Abstain Votes disable this function using the dropdown menu Business Rules for How to Handle Abstain Votes Abstain Votes are Active but Do Not Count Toward a Yes or No Vote Disable the Abstain Function in Roll Call Voting Abstain Votes a
27. ll Directory assuming that D is the CD ROM drive you will see a file called RollCallProPremium30Setup exe Double click on this icon and the installation program will start and guide you through the rest of the installation Follow the onscreen instructions Depending on whether you ve chosen in Windows Explorer to view Icons or Tiles or List or Details you ll see a Setup icon like one of these RollCallProPre miums0S5etuo Or RallCallPraPremium3 Setup 5 P1 Ey Or 1 RollCallProPremium 30Setup Or RollCallProPremium30Set up 2015 Current Works Inc RollCall Pro Installation Figure 2 1 RollCall Pro Setup Icons The Welcome Screen is the first window you will encounter after you have started the RollCall Pro System installation Welcome to the InstallShield Wizard for RollCall Pro Premium Version 3 0 The Install amp hield R Wizard will install RollCall Pro Premium Version 3 0 on your computer To continue click Next WARNING This program is protected by copyright law and international treaties Figure 2 2 Welcome Screen 4 Click on Next to continue The next RollCall Pro Software installation screen is the Software License Agreement RollCall Pro Premium Version 3 0 InstallShield Wizard License Agreement Please read the following license agreement carefully END USER LICENS
28. ollCall Pro Figure 2 7 Define a Custom Destination Directory 8 It is recommended that you use the default directory Also note that a network installation will probably be C RollCall Pro as well but when connecting via a local computer the network drive will probably be mapped and a shortcut to the application should be created on the local computer s desktop 2015 Current Works Inc with the mapped network drive name 9 Click on the Next button to display the Ready to Install Screen which allows you to simply verify that the information you have given so far is correct RollCall Pro Premium Version 3 0 InstallShield Wizard Ready to Install the Program The wizard is ready to begin installation If you want to review or change any of your installation settings click Back Click Cancel to exit the wizard Current Settings Destination Folder C PollCall Pro User Information Name Nicholas Martin Company Current Works Inc Figure 2 8 Ready to Install 10 If everything is correct click on the Install button If anything is incorrect click lt Back to correct the information before proceeding This is the last point where the program asks for information for the installation From this point forward the RollCall Pro System installation will start and will copy files to your computer When the installation process is complete the Setup Complete Screen disp
29. op of this page This Short Description and its Voting Criteria will appear in the fields at the bottom of the screen during the Discussion and the Voting of this Item This information will also be used to record the Discussion info and the Voting Results in the Results document The Description can only be a maximum of 16 characters in length The Voting Criteria can be one of five options The most common criteria for deciding if an Item passes is the Majority Vote In this case if more than 50 of the members present and voting say Yes on the Item it passes The 2 3 and 3 4 Voting criteria require that at least 2 3 or 3 4 of the members present and voting say Yes on the Item for it to pass If No Vote Required is the selected criteria when the Discussion of the Item is completed the Agenda will move directly to the next Item without a vote taking place If the vote on an Item requires some minimal number of Yes votes to pass no matter how many members are present and voting e g the Item requires 2 3 of the full Board to pass 14 out of 20 Board Members the Custom Yes Vote option can be selected and the number 14 entered in the Yes Votes Needed box The detailed text of the Agenda Item is optional If you want to be able to display the details of the Item to the Board Council Members or to the public it can be typed or 2015 Current Works Inc Setting Custom Configurations 1 copied into this Agenda page In this
30. ption for No Vote Required if appropriate will appear at the bottom right of the RollCall Pro Discussion and Voting screens e The Full Description of the Item can also be entered in the large field of this Agenda page for each Item This Description can be viewed in the meeting by clicking on the centered label Discuss Resolution 123 at the bottom of the Discussion and Voting screens This process will be explained in more detail in the Operator s Manual To enter a new Agenda start by Loading an existing Agenda Initially you can use the Sample Agenda 2015 Current Works Inc RoliCall Pro Open RollCall Pro Agenda Files EJEA Agenda Item Look in Agendas f er Agenda Descriptions My Recent Documents Desktop My Documents My Computer E 4 i Example rca T laces Files of type RoliCall Pro Agenda Files M Figure 4 26 Load Agenda Selection Screen The contents for each Agenda Item can be typed directly or cut and pasted from another document Agenda Item Short Description Agenda Item Voting Criteria Maximum of 16 characters Majority Vote No Vote Required C 2 3 Vote C Custom YES Vote c 8 4 Vote Enter Needed YES Votes __ Figure 4 27 Agenda Short Description and Voting Criteria Settings At a minimum you must enter 1 the Short Description of the Agenda Item and 2 the Voting Criteria at the t
31. re Active but Do Mot Count Toward a Yes or No Vote Abstain Votes are Active and are Counted with the Majority Votes Figure 4 20 Enable Disable Abstain Function 42 6 Present or Absent Members This function allows the members to enter a meeting during the Discussion phase of an agenda item and make themselves Present by pushing the Yes Present button on their keypad Likewise if they need to leave the meeting they can push the No Absent button on their keypad to make themselves Absent when they leave The default is to have this function Disabled Additional details about the use of this function are explained in the Operator s Manual 2015 Current Works Inc 4 2 7 4 2 8 Business Rules for Present Not Present Voters Disable the Members ability to change Present Absent status during Discussion Disable the Members ability to change Present Absent status during Discussion Enable the Members ability to change Present Absent status during Discussion Figure 4 21 Enable Disable the Present Not Present Function Note Even if this Present Absent function is disabled the Clerk Leader can still change the Present Absent status of any Member during any stage of the meeting by double clicking the mouse on the member s name on the screen See the Operator s Manual for details Displaying Voting Results As member votes are cast their votes are locked in but not displayed publicly W
32. s Note If you wish to save the Results somewhere different than in the RollCall Pro folder like on the Network Server you must specify the location path to where you want the Results saved This is done in the Directory File Name field on this screen Directory File Name 3RallCall PraEesults Figure 4 9 Path to directory where RCP Results are to be saved You can also choose to have a copy of the RollCall Pro voting results display screen automatically printed at the conclusion of each vote This provides a paper record of the voting results 2015 Current Works Inc 4 1 5 Note Selecting this option but not having a printer connected to the computer will cause an Error Message during the meeting Auto Results Print after each Vote Saye Figure 4 10 Auto Print Option amp Printer Setup Button If you choose to Auto Print the voting results of each vote you can also set the Printer Setup by clicking on this button to configure the printer assigned to this computer The details that can be set depend on the printer and related drivers you have If you choose to Auto Save the voting results of each vote taken RollCall Pro will save a Snapshot of each voting results screen as a JPG file in your Results folder Font Size and Style This button lets you adjust the size and style font of the text that appears on screen Figure 4 11 Adjust Font Size and Style Depending on the lengths of
33. s on using the Agenda Function during the meeting are provided in the Operator s Manual 5 Additional Menu Items When you right mouse click on the RollCall Pro screen you get a pop up window of several options So far we have discussed the Hide Unhide Tabs function In this section we will describe the other functions that are also available in this pop up window 2015 Current Works Inc s Unhide Tabs Display Timer Print Screen Cancel Vote Withdraw Motion About RallCall Pro Exit RollCall Pro 51 Display Timer This function is intended to provide a visual timer to manage the time limit on public input from individuals to the Board It can be used any time the Board wishes to set a time limit on a speaker To display the timer right click on the RollCall Pro Display Screen and select Display Timer from the menu Hide j unhide Tabs PrintScreen Withdraw Motion About RollCall Pra Exit RollCall Pra Cancel Vote 4 Figure 5 1 Display Timer Option The Public Timer screen then displays 1 2 3 5S 6 7 8 10 11 1213 14 15 Minutes start Reset Close Timer Proceed Welcome to RollCall Pro 6 YES Needed gt Figure 5 2 Public Timer Display Time limits can be set from 1 to 15 minutes using the sliding bar on screen There are 3 controls for the Public Timer 1 St
34. the Notepad window 4 Figure 2 4 Read File Click Next to display the User Information Screen RoliCall Pro Premium Version 3 Customer Information Please enter vour information Liser Name Nicholas Martin Organization Current Works Inc Install this application for Anyone who uses this computer all users C Only for me Figure 2 5 User Information 2015 Current Works Inc RollCall Pro Installation 9 6 Enter your and Company Organization Choose Anyone or Only for 7 Click Next to display the Destination Folder screen The default Destination Folder is on the C hard drive of the local computer a Folder named RollCall Pro C RollCall Pro If this location is satisfactory press Next If want the program installed elsewhere click on the Change button and see the following screen Destination Folder Click Next to install to this folder or click Change to install to a different folder A ey Install RollCall Pro Premium Version 3 0 to C RollCall Pra Figure 2 6 Choose the Default Destination Directory RollCall Pro Premium Version 3 0 InstallShield Wizard Change Current Destination Folder Browse to the destination folder Look in RollCall Pro Local Disk C Ft RollCall Pro E PRESARIO RP D Folder name c R
35. the use of the wireless keypads in this system If you need additional assistance in the use of these tools please contact us Current Works Inc 1395 Horizon Drive Johnsburg IL 60051 888 526 1200 Email info currentworksinc com Website www rollcallpro com Customer Service available Monday Friday 8 30am 4 30pm Central Time 2015 Current Works Inc Index About RollCall Pro 34 Abstain Votes 25 Additional Menu Items 31 Adjusting Presence Absence 25 Advanced Business Rules 26 Agenda 28 Auto Print 19 Auto Save 19 B Business Rules 21 C Cancel the Current Vote 33 Custom Configurations Saving 21 Custom Configurations Setting 15 Customer Service 36 D Display Timer 32 Displaying Voting Results 26 Bs Enabling Abstain Votes 25 Exiting RollCall Pro 35 First Voting Position 23 Font Size and Style 20 Initial Voting Criteria 23 Installation General 5 2015 Current Works Inc a Installation Software 6 Installation Typical 13 Members Number of 17 Minimum Number of Voters 26 Motion Confirm with Dialog 26 Motion Enable Disable 25 Motion Withdraw 34 N Name Assignments 17 Nomenclature 19 Number of Members 17 Number of Minutes Timer 26 Number of Voters Minimum 26 Present or Absent Members 25 Print Screen 33 Public Timer 32 Public Timer Default Number of Minutes 26 R Record Results 19 Request to Speak 24 Resul
36. ting Custom Configurations 4 Setting Custom Configurations 4 1 Setup Configurations 1 To change this initial configuration to your own Customized Configuration Right Click anywhere on this initial screen A small pop up window displays several options 2 Left Click in the pop up to Select the Hide Unhide Tabs option as shown here 2015 Current Works Inc ROLL CALL Figure 4 1 Pop up Choice Hide Unhide Tabs 3 The Function Tabs on the right side of the screen will appear as shown below uoissnosiQ O tonom ROLCAL ROLCAL ss ROLCAL es Welcome to RollCall Pro Majority Vote gt BunoA Figure 4 2 RollCall Pro Display Screen with Tabs Proceed 4 To create a custom configuration for your Board Council click on the Setup tab along the lower right hand side of the screen to begin this configuration process On this Setup page you will find several pieces of basic information that are required 2015 Current Works Inc Setting Custom Configurations RollCall Pro Premium Ea Number of Board Members Board Member Names t fae CX COM Cu C C 1 CintWestwood 21 Member i 41 Member 41 2 C6 122 30 C 38 C 46 C 54 C C15 C 31 c 39 C 47 C 55 2 Doris Night 22 Member 22 42 Member 42 E C8 16 C 24 32 40 48 56 Mary TylerLess 2
37. ts 19 Results Display Options 26 RollCall Pro Exiting 35 RollCall Pro Starting 13 Save Changes 27 Save Custom Configuration 21 second 25 Second Confirm with Dialog 26 Setting Custom Configurations 15 Speaker Queue 24 Speaker Timer 32 Starting RollCall Pro 13 System Hardware 12 4 RollCall Pro Installation and Setup Manual System Requirements 5 System Software 6 E Text Size and Style 20 Timer 32 Voting Criteria Initial 23 Voting Cancel the Current Vote 33 Voting First Voting Position 23 W Withdraw Motion 34 2015 Current Works Inc
38. uld take from 5 to 30 seconds be patient and wait for the red light to light up on the face of the Receiver Additional information on the SideKeys wireless keypad system is available in the SideKeys User Manual included with the system Note also that if you have installed the software onto a network server the USB SideKeys Receiver hardware must be connected to the local computer not the network server computer Cel L i Figure 2 12 System Hardware Keypads and Receiver 2015 Current Works Inc RollCall Pro Installation 13 2 4 Typical Installation The following diagram and picture give the user an idea on how to setup the system to work in a City Council Chamber Board Room or any room where the system may be used Possible scenarios are TV monitors hanging in the corners of a room a projected display on a white wall or drop down screen or a number of other display possibilities The projection device can either be a portable system or a permanent hanging projector from a ceiling Figure 2 14 Typical Installation Photo 3 Starting RollCall Pro Once the RollCall Pro software is loaded properly and the SideKeys hardware is installed the full RollCall Pro system is ready to operate 1 Double click on the RollCall Pro Shortcut icon that is on your computer desktop 2015 Current Works Inc E Shortcut to RollCall Pro Premium 3 0 The first screen you
39. um Rules If you modify the Minimum Number of Voters after Starting RollCall Pro you must 1 Save the configuration file 2 Exit RollCall Pro then Re launch RollCall Pro Agenda Preload Before Meeting You can enter a complete list of Agenda Items into the RollCall Pro system before the meeting starts While this is optional doing so allows you to easily navigate forward and backward skipping or jumping around the agenda to quickly and easily amend existing resolutions or even to insert new ones to revisit an item and to display the details behind an item to the Board or Council on the RollCall Pro main screen Click on the Tab Agenda on the right side of the screen to view the Agenda input page 2015 Current Works Inc Setting Custom Configurations 29 RollCall Pro amisi nm Sm Agenda Item Short Description Agenda Item Voting Criteria 2 3 Vote Custom YES Vote 3 4 Vote Enter Needed YES Votes E IED Agenda Descriptions g n 77 en o zy suondo Proceed Welcome to RollCall Pro Majority Vote Figure 4 25 Agenda input page e The Short Description maximum 16 characters entered in the field at the top of this page will appear at the bottom left of the Discussion and Voting screens in place of the standard Item Number on the RollCall Pro main screen e The Voting Criteria for the Item to pass at the top right side of this Agenda page including an o
40. will see is the START window or Splash screen RollCall Pro Roll Call Pro The Wireless System Figure 3 1 Starting RollCall Pro System 2 Click on Start to open the application 3 Select any available configuration file the first time the program is opened Open RollCall Pro Configuration Files Configurations E Name Date modified Type 1 MemberExample rcc 4 25 2008 12 43 PM File 15 Members rcc 4 25 2008 1243 File name Files of type Figure 3 2 Select the Configuration you want to load 2015 Current Works Inc Starting RollCall Pro 15 4 The Member Names contained in the RollCall Pro configuration that you selected will appear NEXT ROLL CALL ROLL CALL ROLL CALL ROLL CALL ROLL CALL ROLLCALL ROLLCALL ROLLCALL ROLLCALL ROLLCALL ROLLCALL ROLLCALL ROLLCALL ROCA ROLL CALL ROLL CALL ROLL CALL East ROLL CALL Proceed Welcome to RollCall Pro Majority Vote gt Figure 3 3 Default Settings Screen 5 At this point you can begin using RollCall Pro to experiment with the system and see how it works with this Default Setup In this case you should read the Operator s Manual to see how the System would be used in a meeting If you want to configure RollCall Pro for your particular Board Council continue on to Set
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